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Optimized Print Services Success Story Company Profile: Aarhus Kommune (Aarhus Municipality), Denmark The Aarhus Municipality, a business-to-government corporation, is located on the east coast of the Jutland peninsula in Central Denmark. The main location, the City of Aarhus, is the second largest in Denmark. More than 30,000 people work for the Municipality, serving the population in all public aspects and related services from 600 locations throughout the jurisdiction.
Customer’s current situation/challenge Aarhus Municipality had a monthly print volume of approximately 16,000,000 black-and-white and 3,000,000 colour sheets handled by 1,020 multifunctional printers (MFPs) and approximately 4,000 printers from various competitors. Konica Minolta was invited to bid on a public tender for multifunctional peripherals and software as well as a wide range of related services. Requirements included not only all aspects of Managed Print Services (MPS), but also a delivery capability that had to include ITIL IT Service Management. Worth mentioning is that the main strategy was to reduce and control costs, enhance operation workflows, trim power consumption and CO₂ emissions, and bolster data protection.
Konica Minolta solution Konica Minolta deployed a new device fleet in 600 locations throughout the Aarhus Municipality. Prior to the implementation a broad range of requirements had to be met. Konica Minolta first built a project team able to handle the whole process. Konica Minolta then prepared a written device clarification report, taking into account the current fleet and the optimised design setup. To accomplish this Konica Minolta set up test environments with hardware and software components, delivered the solution in two phases within a three-month timeframe and finally produced a customised ITIL-based operation manual specific to the customer’s requirements. The implementation was only the first step in delivering and maintaining an optimised solution. Konica Minolta was further obligated to identify additional optimisation options and, in close cooperation with Aarhus Municipality, ensure that the setup continuously meets the requirements for a controllable and balanced deployed solution.
Success Story Optimized Print Services
Konica Minolta, Optimized Print Services
Optimized Print Services OPS has three phases of implementation. The first one is OPS consult, where Konica Minolta analyses and identifies the customer’s environment and needs to then propose the best solution. OPS Consult is followed by OPS Implement and OPS Manage.
OPS Consult Konica Minolta received together with all the tender information a file with comprehensive fleet data including the print volume for each device. The information was used to construct an optimised fleet design to meet the requirements of a balanced and cost-effective fleet, also taking into account a reduction in power consumption and CO₂ emissions. The analysis revealed an existing fleet of two competitor brands with more than 26 device models, consisting of 1,020 MFPs and approximately 4,000 printers. The first step was the replacement of 1,020 units with 726 Konica Minolta MFPs and 462 printers. The remaining devices would be phased out at a later stage, in close collaboration with Konica Minolta, maintaining a balanced, distributed fleet. The analysis also revealed an opportunity to reduce power consumption by at least 92,730 kWh and CO₂ emissions by 46,365 kg per annum after the initial replacement of the devices. Further primary objectives of the optimisation proposal were to increase the ease of use, operational reliability, effectiveness and management of the fleet.
OPS Implement The project took five months from start up to the end of the two-phase delivery. The implementation followed a predefined project plan with concrete deadlines that included internal as well as external project stakeholders. All elements related to roll-out were thoroughly documented. The individual hardware, software and service components were initially tried in a test environment prior to deployment to the production setting. The actual implementation included delivery of the preconfigured multifunctional peripherals, setup of a SafeQ follow-me print solution, LDAP and AD integration, and installation of PageScope Net Care Device Manager, not to mention basic, tailored and online training (Konica Minolta’s iTraining Enterprise Edition).
OPS Manage All Konica Minolta devices were embedded with CS Remote Care, the Konica Minolta Managed Print Service tool, the software solution PageScope Net Care Device Manager as well as the SafeQ report module to manage and control the printing fleet. With the help of these managed print services tools and in combination with a Capacity Management approach, Konica Minolta is able to identify Continual Service Improvements (CSI). In order to comply with a strong IT Service Continuity Management approach (ITSCM) in the context of fleet management, all processes were described in a tailored ITIL-based operation manual. IMAC/D (Change Management: Installation, Move, Add, Change and Dispose), deletion of hard-disk data on returned devices, and break-fix and supply replenishment are also part of the new service concept.
OPS Customer’s comment
Konica Minolta Business Solutions Europe GmbH Europaallee 17 • 30855 Langenhagen • Germany • Tel.: +49 (0) 511 74 04-0 • Fax: +49 (0) 511 74 10 50 • www.konicaminolta.eu
“Our primary aim was to select a business partner with the professional capacity to assist us with the continuous challenge of optimising document management and helping us to control and reduce costs,” comments Flemming Nielsen, Digitizing Manager of Aarhus Municipality.